Preparing the School Form

9 Known as Learner’s
Progress Report Card
September 6, 2018 | Teacher Vince | Education | Class
Management, DepEd,Teachers' Tools

A lot of DepEd teachers with advisories are having difficulties in preparing their Progress
Report Card, formerly known as Form 138. But with the continuous effort of the
Department to lessen the confusion and burden of school teachers, reminders are given
through DepEd Orders, specifically the DO number 11, series of 2018, known as
“Guidelines on the Checking and Preparation of the School Forms,” and DO number 58,
series of 2017, known as “Adoption of New School Forms for Kindergarten, Senior High
School, Alternative Learning System, Health and Nutrition and Standardization of
Permanent Records.”
Please take note in preparing SF9 Progress Report Card for all Grade level except Kinder:

1. Rename the Form from Form 138 to SF9 Progress Report Card (DO 58, 2017);
2. The content and format as prescribed by DO 8, 2015 (DO 58, 2017); and,
3. Learner’s Name should be written the way it was generated in the SF5 (from LIS).
(DO11, 2018)

I hope this short reminder helps.

Do you have something in mind to share? Feel free to leave your comments below.
Deped Order No 11, s.2018 "Guidelines on the Preparation and Checking of
School Forms"
1. 1. DEPED ORDER NO. 11, S.2018 GUIDELINES ON THE PREPARATION AND
CHECKING OF SCHOOL FORMS (School Level Orientation) Prepared by: BRYAN A.
FERNANDEZ, MAEd-GC ICT Coordinator Banilad Elementary School Mandaue City, Cebu
2. 2. RATIONALE • The Department of Education (DepEd) issues the enclosed Guidelines on
the Preparation and Checking of School Forms for the preparation, updating and evaluation
of school forms in basic education starting end of School Year 2017- 2018. • The
mechanisms and simplified procedures prescribed by these guidelines are anchored on the
principles of accountability, accuracy and reliability of data, and efficiency. They shall reduce
the time and effort of school personnel spent for clerical tasks and records management
without compromising the accuracy of the learners’ information and quality of school forms.
3. 3. PROCEDURES (AT THE SCHOOL LEVEL)
4. 4. PROCEDURES (AT THE SCHOOL LEVEL)
5. 5. COMPOSITION OF THE SCHOOL CHECKING COMMITTEE (SCC) • The School Head
will be the Chair. • The SCC Chair shall determine the membership of the SCC • There will
be two (2) Vice Chairs at the SCC. • The ICT Coordinator (as Vice Chair for Enrollment
Count and Learner Profile) • The School System Administrator for EBEIS/LIS (as Vice Chair
for Curriculum and Assessment) • The Vice Chair for Enrollment Count and Learner Profile
will focus on LIS-related issues and school report generation. • The Vice Chair for Curriculum
and Assessment will ensure that the content of school forms and reports are compliant with
the policies related to enrollment eligibility, curriculum, promotion, and retention. • There is
an advantage if the M & E Team shall be included in the membership of the SCC. • With 3 or
more sections in each grade level may organize sub-committees.
6. 6. COMPOSITION OF THE SCHOOL CHECKING COMMITTEE (SCC) • BANILAD
ELEMENTARY SCHOOL • Chairman : Mrs. Iris Mae A. Petancio • Vice Chair for Enrollment
Count and Learner Profile : Mr. Bryan A. Fernandez • Vice Chair for Curriculum and
Assessment : Mrs. Levie I. Alipin • Members : Ms. Gina L. Salundaga : Mrs. Jacqueline D.
Gumapon : Mrs. Anchinet C. Sumaylo : Mrs. Zita A. Ladero : Mrs. Vilma V. Bertulfo : Ms. Eva
C. Mamac : Ms. Fe Y. Roma
7. 7. ROLES AND FUNCTIONS OF THE SCC • The SCC is expected to conduct a pre-
checking activity involving the thorough review of all learner’s records for all classes in
preparation for the scheduled checking of forms with the Division Checking Committee
(DCC). • The SCC is also tasked to communicate with the DCC regarding the schedule for
the checking of forms and other necessary arrangements. • It is the RESPONSIBILITY of the
SCC to discuss the result and findings of the DCC during the checking. • Upon completion of
all requirements and relevant documents, class advisers and school heads shall perform the
following:
8. 8. DURING READING AND CHECKING OF FORMS(AT THE SCHOOL LEVEL) •
Immediately after the tabulation of 4th quarter examination results for grade level that shall
move up/graduate (Kinder, Grade 6, 10 and 12) has been processed and recorded in the
appropriate forms, the SCC shall start the school-level checking. • The review shall focus on
the accuracy of the learner profiles and enrollment eligibility using reliable references such
as but not limited to the Birth Certificate, Learner’s Permanent Academic Record (SF10
formerly Form 137), or appropriate certifications. • The findings of the SCC should be
communicated to the concerned class advisers in order to improve his or her preparation of
reports. • Commendation should also be given when it is due.
9. 9. DURING READING AND CHECKING OF FORMS • Electronic forms pre-loaded with
learner information and their general averages downloadable from the LIS are not subject for
editing manually or outside the LIS. • Any correction shall be done in the SF1 and eventually
in the Learner’s Profile module in the LIS. • Print layout, order or arrangement of the list of
learner’s names should likewise not be edited. • The format and content of system-generated
SFs are considered FINAL and OFFICIAL.
10. 10. DURING READING AND CHECKING OF FORMS • Commercialized electronic school
forms as mentioned in DO No. 58, s.2007 Section VII (Special Provision), SHALL NOT BE
RECOGNIZED NOR ACCEPTED. • To ensure that only SFs generated from the LIS are
being presented during the checking of forms, the designated LIS or ICT Coordinator is
required to sign or initial each SF. • SF10 and SF9 (formerly Forms 137 and 138,
respectively) shall be manually updated and must be consistent with the SF5 and other
documents. • For easy reference and cross-checking, beginning SY 2018-2019, the
arrangement of learners’ name in the SF9 (formerly Form 138) should be written the way it
was generated in the SF5.
11. 11. DURING READING AND CHECKING OF FORMS • Currently, the system-generated
SFs print the name of learners in this order: last name, first name, name extension, and
middle name. • For uniformity and correct recording, the extension name (if any), must be
encoded in the LIS in the separate date field for extension name regardless of the order in
which it appeared in the Birth Certificate or other related document. • Awards and certificates
for learners in graduating/moving up levels (Kinder, Grade 6, 10 and 12) should be checked
against the SF1 for consistency.
12. 12. DURING READING AND CHECKING OF FORMS • Once the SCC has completed the
checking of forms for all classes in all grade levels, the SCC shall accomplish the School
Forms Checking Report (SFCR1). • Effective SY 2018-2019, the SFCR of the previous
School Year can be used as reference to determine progress or improvement of the current
School Year. • The results of the checking as obtained from the SFCR may be used as
reference or means of verification (MOV), whenever appropriate, in accomplishing relevant
information in the Individual Performance Commitment and Review Form (IPCRF- RPMS) of
teachers.
13. 13. PARAMOUNT CONSIDERATIONS IN THE CHECKING OF SCHOOL FORMS • Since
only the LIS-generated school forms shall be presented, it is UNNECESSARY to
retype/reformat the name of learners. • The format and order of learners’ names in the LIS-
generated school forms are considered FINAL and OFFICIAL. • The system shall also
determine the margin, font name, font size and placement of the extension name if any. •
Modifications such as the insertion of additional column/s is/are NOT ALLOWED. • For
printing, A4 (8.27”x11.69”) or Long/Folio (8.5”x13”) size white bond paper may be used
depending on its availability in the school. Forms shall be printed using black ink.
14. 14. THE DCC SHALL FOCUS ON THE FOLLOWING…. • Check the availability of
supporting documents for entry grade levels (Kinder, Grade 1, Grade 7 and Grade 11) and
learners who transferred in or moved in for other grade levels. • Check the correctness of the
school forms and certificates for Grade 1 and exiting grade levels (Kinder, Grade 6, 10 and
12) • Check the information on enrollment count and learner movement.
15. 15. POST CHECKING (AT THE SCHOOL LEVEL) • Findings, observations, and
recommendations from the DCC recorded in the SFCR1 may be included in the agenda for
the next school-based Learning Action Cell (LAC) Session. • The School Head, with the
technical assistance of the School System Administrator/ICT Coordinator or designated LIS
Coordinator, shall ensure that all adjustments made during the checking are reflected in the
LIS. • Within five (5) working days after the checking conducted by the DCC, the school shall
submit one duly signed original copy of the SF4, SF5 and SF6. • No additional report other
than what has been stipulated shall be required from the school for submission to the DCC.
16. 16. EFFECTIVITY •This policy shall take effective beginning SY 2017-2018 immediately
upon publication in the DepEd Official websites and shall remain in force and effect, unless
sooner repealed, amended, or rescinded.